8 Steps to Better Video Conferencing

Video conferencing is a powerful and cost-effective methods for hosting meetings and delivering education without bearing the exorbitant  cost of travel. But for it to work well, here are steps to take to ensure a high quality  experience.

Step One: Test everything

There is nothing worse than having a group of people set time aside for a video conference only to have the conference leader experience technical difficulties. Test the equipment with colleagues prior to your conference.

• Make sure you understand the software well enough to confidently manage the meeting
• Ensure the hardware is all functional:
  • Video displays properly
  • Sound quality and volume is sufficient
  • Internet speed is fast enough to handle the video
• Ancillary equipment, such as headphones and microphones, function
• Practice with screen sharing so that everything runs smoothly

Step Two: Prepare the room

Ensure you have the proper lighting.  You’re not a TV studio, but you can mimic one by choosing an interior room without windows. Sunlight can cause unexpected and distracting issues with your on-camera visibility. Diffused light is better than direct light for video quality. The size of the conference room or meeting will determine the type of microphone you use. For larger rooms with several participants, ceiling mics are preferable; for smaller groups or individuals, a desk microphone or headphones with a microphone work very well.

Step Three: Control what will be captured on camera

Will the people watching your video be distracted by the motivational poster behind you that makes it look like a surfer is rising out of the top of your head? Bare walls, painted a subdued color make the best backgrounds for video conferences and video training.

Step Four: Dress the part

Whether you’re connecting from home, the beach, or corporate headquarters, always dress professionally. It can be tempting to dress casually, but it’s worth the effort not to.

Step Five: Follow Proper Communication Etiquette

• Allow time for introductions so that everyone knows who is connected.
• Mute your mic when you’re not speaking to eliminate distracting background noise.
• Avoid tapping pens, shuffling papers, and making other noise that might be amplified by the mic.
• Look into your camera when you’re speaking so that the others feel you’re communicating to them.
• If conference participants are in multiple locations, identify yourself and your location prior to speaking.

Step Six: Speak clearly

Even with the best equipment, it can be difficult for people to understand what you’re saying, so be sure to speak clearly. If your equipment is working properly, you will not have to shout into your microphone. Be patient when beginning to speak to make sure you won’t be speaking over another. If you are not on video, be sure to introduce yourself when you speak, as a courtesy.

Step Seven: Be organized

Be prepared. Have an agenda and clear talking points. Know the purpose of your video conference and what you’re trying to accomplish. Don’t waste your attendees’ time by veering off course or traveling down a tangent.

Step Eight: Have a backup plan

You can plan everything and still have the electricity go out. So have a backup plan, whether it’s to reschedule, hop on a phone conference, or simply send out a recorded video at a later time.